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Minutes / Transcript

vr.wm-rec-012 · wm-rec-012-minutes-transcript

Describe a durable minutes or transcript record with identifiable passages, explicit editorial fidelity, source lineage and controlled approval and correction references.

World Models Information and virtual systems INF.REC.MIN
Bundle → Layer → Finding → QuestionsClassifiersWhat it isWhy it existsDistinguishing featuresWhat robots and AI may and may not doMoral aspectsOwnersLinks to other meta-modelsIdentity and identifiersDirect propertiesRecognitionCapabilities and actionsHazards and failure modesStandards and interfacesContext of useSources

Bundle → Layer → Finding → Questions Filled

3 bundles · 4 layers · 6 findings · 12 questions

Record identity and source What the record documents and where it came from.

Documented interaction

The meeting or interaction and the record's relation to it.

Source event

The meeting, its participants and the body that held it.

  1. Which meeting or interaction does this record document, held when and by which body?
  2. Who attended, in which role, and who was absent?

Production method

How the record was produced and from what.

  1. Was the record produced by a person, by automatic transcription, or both?
  2. Which recording or notes was it produced from, and does that source still exist?
Content and status What it says and how far it is final.

Content elements

Decisions, actions and attributed statements.

Decisions and actions

The decisions taken and actions assigned.

  1. Which decisions were recorded, with which voting or consent result?
  2. Which actions were assigned, to whom and by when?

Attribution

Who is recorded as saying or proposing what.

  1. Which statements are attributed to named speakers, and how was speaker identity established?
  2. Which passages are marked uncertain or inaudible?

Approval and correction

Draft, approved and corrected versions.

Approval state

Whether the record is draft, approved or corrected.

  1. Is this version draft, approved or superseded, and who approved it when?
  2. Which corrections were requested, and how were they recorded?
Access and retention Who may read it and for how long it is kept.

Disclosure and retention

Confidentiality classes and retention rules.

Access terms

Who may read the record and under which conditions.

  1. Who may read this record, and are parts restricted or redacted?
  2. Under which retention rule is it kept, and when is it due for disposal or archiving?

Classifiers Filled

Family
World Models
Category
Information and virtual systems
Entry kind
entity
Navigation path
NAV.INF.REC.MIN
Domain
INF.REC.MIN
Industry
Cross-industry
Tags
minutestranscriptinf.rec.min

What it is Filled

Minutes and transcripts are durable records of what was said and decided in a meeting or interaction: minutes summarise and record decisions, a transcript renders speech as text. The record has its own identity, approval state and retention rules, separate from the meeting it documents and from any audio or video recording it was made from.

In scope

  • Record kind, language, coverage and source bindings
  • Minute-item and transcript-passage representations with uncertainty and attribution claims
  • Editorial production, review, correction and rendition relationships
  • References to approval, access and retention controls for this record

Out of scope

  • Meeting scheduling, agenda control, attendance mastership and quorum evaluation
  • Recording capture, interaction threading, speech recognition engines and biometric identification
  • Task execution, proposal lifecycle, decision competence, legal effectiveness and decision-record mastership
  • Generic record custody, fixity, retention scheduling, disposition execution and access enforcement
  • Universal legal rules, certified court reporting and clinical or forensic assurance

Why it exists Filled

Describe a durable minutes or transcript record with identifiable passages, explicit editorial fidelity, source lineage and controlled approval and correction references.

Distinguishing features Filled

  • The record is a distinct object from the meeting it documents and from the audio or video it came from.
  • Minutes carry decisions and an approval state; a transcript aims to render speech, not to decide what counts.
  • Corrections are recorded as new versions, because the approved text has evidential standing.
  • Distinct from a report, which presents findings rather than documenting an interaction.

What robots and AI may and may not do Filled

Must not

  • Record a meeting or produce a transcript without the participants' knowledge where notice or consent is required.
  • Attribute statements to a speaker whose identity is not established.
  • Edit an approved record in place rather than issuing a corrected version.
  • Present a summary as a verbatim transcript or a draft as approved.
  • Disclose restricted or redacted passages to recipients outside the recorded access terms.

Only with a human decision

  • Approving minutes as the record of a meeting.
  • Deciding on a requested correction or a redaction.
  • Releasing a confidential record outside the body that held the meeting.

May

  • Produce draft minutes or transcripts and mark them clearly as drafts and as machine generated.
  • Mark uncertain or inaudible passages instead of guessing what was said.
  • Extract decisions and assigned actions with references to the passage they come from.
  • Apply the recorded retention and access rules to a record.

Moral aspects Filled

  • People speak differently when recorded, so notice and consent matter for honest discussion.
  • Wrong attribution can damage reputations and careers on the strength of a record.
  • Automatic transcription is less accurate for some accents and languages, which skews whose words are captured.
  • Public bodies owe transparency, while individuals in the room still have privacy interests.

Who is affected

  • Participants and named speakers
  • People discussed but not present
  • The body or organisation that held the meeting
  • Oversight bodies and the public for public meetings

Owners Filled

Steward

The secretary or records officer of the body that held the meeting.

Roles

Record owner
Select the editorial profile and accountable review route; bind generic record authorities.
Editor or transcriber
Prepare source-linked drafts; mark uncertainty and generated passages.
Reviewer
Assess scoped fidelity and attribution evidence; report disagreements.
Approval evidence custodian
Record externally authorized approval and correction dispositions against exact revisions.
Records-management authority
Own base-record custody, retention and disposition execution outside this model.
Access authority
Authorize recipient scope and release decisions; manage external enforcement.

Master systems

  • Records management system
  • Board or committee management system
  • Meeting and collaboration platform archive

Links to other meta-models Filled

references

  • WM-ACT-025 - Reference the occurrence, agenda and attendance snapshots. Session identity, procedure, attendance and quorum are meeting-owned.
  • WM-ACT-027 - Reference source turns and capture spans. Channel-native turn identities, threading and capture provenance remain interaction-owned.
  • WM-ACT-006 - Record passage-to-task references and quoted assignment claims only. Task creation authority, acceptance, state and execution remain task-owned.
  • WM-KNW-010 - Reference discussed alternatives and rationale. Proposal and decision-content lifecycle remain external.
  • WM-ACT-024 - Pin the approval occurrence or reported decision. Competence, quorum, vote validity and effect onset are not determined by this record.
  • WM-REC-010 - Reference a separately fixed decision record. Its identity and correction lifecycle are not duplicated within minutes.
  • WM-REC-001 - Bind common durable-record identity, custody, fixity, retention and disposition authority. This model owns only specialized editorial context and references to those controls.

aligned

  • TEI P5 - Candidate passage, source and uncertainty projection; profile and conformance unimplemented.
  • WebVTT - Candidate timed-text rendition with explicit metadata losses; draft standard status retained.
  • PROV-O - Candidate derivation and revision lineage mapping; not a truth or authority check.
  • DCMI Metadata Terms - Candidate resource and rights metadata mapping; not records-management implementation.

neighbor

  • WM-ACT-025 Meeting / Session - Reference the occurrence, agenda and attendance snapshots. Session identity, procedure, attendance and quorum are meeting-owned.
  • WM-ACT-027 Interaction - Reference source turns and capture spans. Channel-native turn identities, threading and capture provenance remain interaction-owned.
  • WM-ACT-006 Task - Record passage-to-task references and quoted assignment claims only. Task creation authority, acceptance, state and execution remain task-owned.
  • WM-KNW-010 Decision content - Reference discussed alternatives and rationale. Proposal and decision-content lifecycle remain external.
  • WM-ACT-024 Decision occurrence - Pin the approval occurrence or reported decision. Competence, quorum, vote validity and effect onset are not determined by this record.
  • WM-REC-010 Decision record - Reference a separately fixed decision record. Its identity and correction lifecycle are not duplicated within minutes.
  • WM-REC-001 Record - Bind common durable-record identity, custody, fixity, retention and disposition authority. This model owns only specialized editorial context and references to those controls.

parent

  • WM-REC-001

What else AI and robots need to interact with it Filled

Identity and identifiers required Filled

  • A record is identified by the holding body's document identifier with a version, scoped to the meeting series.
  • Public bodies often publish a meeting and item reference that the record cites.
  • A persistent identifier may be assigned when the record is archived.

Direct properties not applicable Not applicable

Not applicable

Minutes and transcripts are information objects; duration, word count and confidence figures are record metadata captured in the structure.

Recognition optional Filled

  • Marked by a meeting header with date, body and attendance, followed by items, decisions or speaker turns.
  • Often confused with an agenda, with a summary report, or with the recording it was made from.

Capabilities and actions required Filled

  • Decisions and actions can be extracted and tracked to completion.
  • Versions can be compared to show what a correction changed.
  • Passages can be cited as evidence of what a body decided.

Hazards and failure modes required Filled

  • Covert recording, which can be unlawful and destroys trust.
  • Transcription errors that reverse the meaning of a decision.
  • Retention beyond the declared period, keeping personal remarks alive indefinitely.
  • Misattributed statements used against a speaker.

Standards and interfaces required Filled

  • ISO 15489 for records management principles and ISO 16175 for records in digital systems.
  • Akoma Ntoso for parliamentary and legislative records.
  • W3C WebVTT and TTML for time-aligned transcript exchange.

Context of use required Filled

  • Used by governing bodies, public authorities, courts, healthcare services and companies.
  • Recording consent rules, freedom of information law and data protection law all apply.

Sources Filled

  1. 41 CFR 102-3.165 - Documentation of advisory committee meetings - Office of the Federal Register
  2. Correcting the record - House of Commons Procedure Committee
  3. TEI P5 Guidelines - Transcriptions of Speech - Text Encoding Initiative Consortium
  4. WebVTT: The Web Video Text Tracks Format - World Wide Web Consortium
  5. PROV-O: The PROV Ontology - World Wide Web Consortium
  6. Transcripts - Making Audio and Video Media Accessible - World Wide Web Consortium
  7. DCMI Metadata Terms - Dublin Core Metadata Initiative
  8. Principle (e): Storage limitation - Information Commissioners Office
  9. ISO 15489-1 Information and documentation - Records management, ISO
  10. Akoma Ntoso XML for parliamentary, legislative and judiciary documents, OASIS

Open questions

  • Run the supplied direct source checker outside the sandbox, verify immutable versions and current applicability, and review the source claims independently.
  • Implement and test type-specific nested instance schemas, neighbor references and mappings using the ten deferred fixtures in acceptance-design.md.
  • Develop qualified jurisdiction and language profiles without promoting local editorial status to legal effect or universal authority.
  • Restore independent external review before canonical or publishable-draft promotion.
  • No independent external review; local self-audit is not a second-provider review.
  • Direct HTTP status, response hashing and immutable source-version verification await coordinator checks. Living ICO guidance is explicitly under review.
  • No universal consent, approval, access or retention regime; no specialist court, clinical or forensic certification.
  • Nested instance schemas, neighbor pins, language-specific fidelity metrics and executable transformation fixtures are incomplete.

Machine files

Card as JSON Specification AGENTS.md Source Card backlog vercy.card/1

Provenance

world-models research · reviewable-draft

Built from: models/wm-rec-012-minutes-transcript/spec.yaml, ver-cy/world-models/card-supplements/wm-rec-012-minutes-transcript.json